AI Assistant — User Guide
Who can use it
Your workspace must have the AI Assistant module installed from the Marketplace. Your role needs:
ai.use— chat, Lead Copilot, credit balanceai.confirm— approve tasks or other suggested writesai.manage— configure workspace AI settings (Settings → AI tab and AI settings API)
Without the module, AI menu items and API routes are hidden.
What you can do
Business chat
Ask EloSync about your permitted data — open tasks, stale leads, projects, sales pipeline, overdue invoices, and more. Use Search workspace (or ask to find a record by name/number) to search across entitled modules in one step. Answers respect your module entitlements and permissions (for example you only see leads you are allowed to view).
Product how-tos
Ask where to change a setting or how to complete a common action. EloSync answers with a navigation path such as Settings → General → Timezone → Save or Leads → New → Create / Create & View, using curated product-help recipes (not guessed UI paths). Examples:
- “How do I change the workspace timezone?”
- “How do I create a lead?”
- “Where do I configure AI?”
Paths respect installed modules. If you lack the permission to complete the action, EloSync still shows the path and notes that you may need an admin.
Off-topic requests (for example logo design, recipes, or external tool recommendations) are declined — EloSync only answers using workspace data, entitled modules, and EloSync product how-tos.
On an empty conversation, starter chips appear only when the matching module is installed and you have that module’s view (or create) permission (Search workspace, Set timezone, and similar AI starters require the AI module + ai.use). Citations link only to same-app paths for modules you are entitled to (for example settings, roles, marketplace, invoices, contacts, help desk, and other entitled modules).
Write actions (such as creating a task) appear as suggestions first. Nothing is saved until you confirm.
Workspace admins can add Workspace instructions under Settings → AI to tune tone and policies; those instructions are included in the assistant’s trusted context.
Lead Copilot
From a lead record, use Copilot actions:
- Summarize — status, urgency, and recent activity themes
- Next action — single best follow-up with rationale
- Draft follow-up — copy-ready message (general, email, or WhatsApp tone)
Credits (Platform mode)
When your workspace uses Platform AI (default), each turn consumes credits from:
- Included monthly allowance (from your AI subscription, prorated when you join mid-month)
- Prepaid packs (optional Marketplace add-ons — they roll over)
Check Settings → AI or the credits panel for remaining balance. When credits run out, new messages return a payment-required notice until you add a pack or wait for the monthly refresh.
Bring your own key (BYOK)
If your operator allows it, workspace admins can switch to BYOK mode and supply your own provider API key (and optional base URL for Ollama or OpenAI-compatible gateways). Choose from the same provider catalog as Central — OpenAI, Anthropic, Gemini, OpenRouter, Groq, Mistral, DeepSeek, xAI, OpenAI-compatible, and Ollama. OpenRouter and self-hosted providers accept custom model IDs (for example meta-llama/llama-3.3-70b-instruct). Usage is billed by your provider directly; EloSync does not burn platform credits in BYOK mode.
Tips
- Be specific — mention time ranges (“due today”, “stale 14 days”) for sharper tool use. For “find X”, ask EloSync to search the workspace.
- Confirm write suggestions promptly; pending actions expire after 24 hours.
- Lead Copilot only accesses leads you can already open in the CRM.
- Ask about overdue or due-today tasks, then confirm suggested status changes, assignments, or notes before they apply. Completing or reopening a task still needs the complete permission (you do not need update just to complete via Ask EloSync).
- With Help Desk installed, ask about open tickets, then confirm suggested status changes, assignments, or notes before they apply.
- With Opportunities installed, ask about a deal or pipeline summary, list pipeline stages, then confirm suggested stage moves, assignments, or notes before they apply.
- With Invoices installed, ask about overdue invoices or a specific invoice, then confirm suggested status changes, assignments, or timeline notes before they apply. Moving to Unpaid still needs send; cancelling needs void. Status suggestions follow the same path as changing status in the app (not the dedicated Send button’s accrual/PDF side effects).
- With Estimates installed, ask about a specific estimate, then confirm suggested status changes, assignments, or timeline notes before they apply. Moving to Sent still needs send; accepting needs accept.
- With Quotations installed, ask about a specific quotation, then confirm suggested status changes, assignments, or timeline notes before they apply. Moving to Sent still needs send; accepting needs accept.
- With Contracts installed, ask about a specific contract, then confirm suggested status changes, assignments, or timeline notes before they apply. Moving to Sent still needs send (issues the acceptance link); activating a Sent contract needs accept; Draft→Active without signature needs update.
- With Contacts installed, ask about a contact, then confirm lifecycle status (
on_boarded/off_boarded), assignment, or a timeline note. - With Companies installed, ask about a company, then confirm assignment or a timeline note (companies have no lifecycle status).
- With Vendors installed, ask about a vendor, then confirm assignment or a timeline note (Active/Inactive status stays in the Vendors screens for this release).
- With Products / Inventory installed, ask about a product, low stock, or inventory value, then confirm a product timeline note before it applies. Stock adjusts stay in the Inventory screens for this release.
- With Expenses installed, ask about expenses awaiting approval or a specific expense, then confirm suggested status changes, assignments, or notes before they apply. Approving needs approve; rejecting needs reject; marking paid needs pay (and when Accounting is installed, a paid-from account should already be set on the expense — same as changing status in the app without the dedicated Mark as paid dialog).
- With Projects installed, ask about a project or overdue projects, then confirm suggested status changes, assignments, or notes before they apply.
- With Purchase Orders installed, ask about a PO, then confirm suggested status changes, assignments, or notes before they apply. Sending needs send; receiving needs receive; cancelling needs cancel.
- With Payments installed, ask about a payment, then confirm suggested post/void, assignments, or notes before they apply. Posting needs post; voiding needs void (Ask EloSync cannot move a payment back to draft).
- With Credit Notes installed, ask about a credit note, then confirm suggested issue/apply/void/refund, assignments, or notes before they apply. Issuing needs issue; applying needs apply; voiding needs void; refunding needs refund (Ask EloSync cannot move a credit note back to draft).
- With Leave Management installed, ask about a leave request or pending approvals, then confirm suggested approve or reject before they apply. Both need approve permission. Reject always needs review notes; approve may need notes when overriding the default salary deduction. Managers cannot approve their own leave via Ask EloSync (same as the app).
- For leads, confirm suggested assignments or notes before they apply (status changes and Lead Copilot remain available as before). Assigning needs assign.